CRFQ DOT2600000009 Inst to Vendors.pdf

This document is an Instructions to Vendors Solicitation from the West Virginia Department of Administration, Purchasing Division for a bid opportunity (Solicitation No. CRFQ 0803 DOT26000009). The mandatory pre-bid meeting is scheduled for August 19, 2025, at 10:00 am at the WVDOH Equipment Division located at 83 Brushy Fork Rd Crossing in Buckhannon, WV. The bid submission deadline is August 25, 2025, by 10:00 am, with the bid opening set for September 3, 2025, at 1:30 pm at the Department of Administration, Purchasing Division in Charleston, WV. Vendors are required to submit bids electronically through wvOASIS or via paper/facsimile delivery, with strict requirements for bid formatting, documentation, and attendance at the mandatory pre-bid meeting.

The solicitation includes several important provisions for vendors, such as mandatory registration with the West Virginia Purchasing Division (with a $125 fee if applicable), unit pricing guidelines, and various preference opportunities. Small, women-owned, and minority-owned businesses are provided specific preference considerations, and vendors may request reciprocal preferences for non-resident vendors. The document outlines communication limitations, electronic file submission restrictions, and the state's rights to waive minor irregularities or reject bids based on vendor capabilities. Vendors must provide a signature with their bid, acknowledge any addenda, and comply with specific formatting and submission requirements to avoid disqualification.